Refund & Cancellation Policy

1. General

For conferences directly offered and managed by Nexora, the contractual relationship is between the participant and Nexora / Dr. Amir Azmi.

If Nexora acts only as a registration or technical platform for an independent third-party organizer, the actual contracting party will be clearly disclosed before registration and payment.

Refunds, cancellations, pricing and taxes are subject to the applicable event-specific conditions and mandatory applicable law.

2. Participant Cancellation

Participant cancellation requests should be submitted to Nexora Support using the official contact details below.

Any event-specific cancellation deadlines or conditions shown during registration will apply, subject to mandatory law.

3. Pricing, Base Price and VAT

The registration price for a Nexora conference is based on the applicable base price for the selected registration category and services.

Where the German standard rate of value-added tax (Umsatzsteuer) applies, 19% VAT is added to the applicable base price.

The applicable tax treatment may depend on the nature of the service, the location of the conference, the participant's status and location, and other applicable German or European Union VAT rules. Where a different tax treatment is legally required, the applicable VAT rate or exemption will be applied.

The applicable tax amount and the total amount payable will be displayed before the participant completes payment and will be reflected in the applicable payment confirmation or invoice.

4. Refund Eligibility

Refund eligibility depends on the reason for cancellation, the applicable event-specific conditions and mandatory applicable law.

5. Event-Specific Fees and Non-Refundable Amounts

Certain fees or services may be identified as non-refundable in the applicable event-specific terms or during the registration process.

Where VAT is applicable, the tax component of a refunded amount will be handled together with the underlying transaction in accordance with applicable tax and accounting requirements.

No exclusion applies where mandatory applicable law provides a participant with a refund or cancellation right.

Participants should carefully review the base price, applicable VAT, total price and cancellation information before completing payment.

6. Conference Cancellation or Postponement by Nexora

If Nexora cancels a conference and does not provide a suitable replacement date or alternative format that is accepted by the participant, registration fees paid for the cancelled event will be refunded in accordance with applicable law.

Nexora may also postpone an event, change its venue, change the date or change an onsite event to a hybrid or online format where reasonably necessary.

Participants will be informed of material changes as soon as reasonably possible.

7. Venue or Date Changes

A venue may be changed for organizational, operational, safety, regulatory or other legitimate reasons.

Where the replacement venue remains in the same city or a reasonable geographic area and does not materially change the nature of the event, registration generally remains valid.

A substantial venue change, particularly a change to another city or country that materially affects attendance, may result in cancellation or refund rights under applicable law and the event-specific conditions.

The same principle applies to material date changes that prevent a participant from attending.

8. Force Majeure

Force majeure may include natural disasters, earthquakes, floods, fires, severe weather, war or armed conflict, terrorism or serious security threats, civil unrest, epidemics or pandemics, government restrictions, border closures, travel restrictions, major strikes, transportation disruption, venue closure or unavailability, infrastructure or utility failures and governmental or regulatory orders.

In such circumstances, Nexora may postpone, change the date, change the venue, move an onsite event to hybrid or online participation, or cancel the event.

Refunds, VAT treatment and participant rights remain subject to mandatory German and European Union law.

9. Third-Party Travel and Accommodation Expenses

Unless mandatory law provides otherwise, Nexora is not responsible for independently booked third-party expenses, including:

• Airline tickets
• Hotel reservations
• Visa costs
• Transportation
• Accommodation
• Travel insurance
• Other personal travel expenses

Participants are advised to consider refundable bookings or appropriate travel insurance.

10. No-Show

If a participant does not attend a conference, the applicable refund treatment depends on the event-specific cancellation conditions and mandatory applicable law.

Participants should review the cancellation conditions applicable to their specific registration before the event.

11. Refund Processing

Approved refunds will normally be processed using the original payment method unless applicable law or an agreed alternative requires otherwise.

Where the original payment included VAT, any refund or adjustment of the VAT component will be processed in accordance with applicable tax and accounting requirements.

Processing times may depend on the payment provider and the participant's financial institution.

12. Payment Errors and Duplicate Payments

Participants who believe that a payment has been incorrectly processed, duplicated or otherwise charged incorrectly should contact Nexora Support first.

Nexora will review the relevant registration and payment records, including the applicable base price, VAT and total transaction amount, and attempt to resolve the issue.

13. Chargebacks and Payment Disputes

Nexora encourages participants to contact Support before initiating a chargeback where a payment issue can be resolved directly.

Where legally permitted, Nexora may provide relevant records to the financial institution handling the dispute.

Such records may include registration information, transaction confirmation, invoice, registration confirmation, acceptance of the Terms & Conditions, refund or cancellation correspondence, attendance records and QR or check-in records.

Nothing in this policy restricts mandatory legal rights relating to unauthorized transactions, consumer protection, VAT or payment disputes.